Facilities SpecialistReports to: Director of Facilities and AdministrationKey Partnerships: Operations, Support Center, MarketingDepartment: FacilitiesClassification: Non-ExemptStatus: Full-TimeHourly Rate: To Be DeterminedAbout this role: The Facilities Specialist is responsible for providing administrative and operational support for facilities-related activities across multiple practice locations. This position serves as a central point of contact for facility requests, ticket management, vendor coordination, and project support. The Facilities Specialist works closely with practices, internal departments, and external vendors to ensure maintenance requests and facility initiatives are completed efficiently and accurately.Job Responsibilities:Coordinate and track facility requests from initiation through completion.Serve as a liaison between practices, vendors, and internal departments to facilitate timely resolution of maintenance and repair needs.Manage and monitor facility work orders through the Halo ticketing system.Maintain accurate documentation and records related to service requests, projects, and vendor communications.Assist with facilities projects, acquisitions, and office expansions by tracking milestones and supporting project activities.Prepare status reports and maintain project trackers using Monday.com or other project management tools.Schedule vendor visits and coordinate access with practice teams.Respond to urgent facility requests and assist with emergencies as needed.Process invoices, maintain vendor information, and support departmental administrative functions.Participate in meetings and provide follow-up documentation and communication regarding project activities.Support continuous improvement efforts by identifying opportunities to enhance facilities processes and workflows.Ensure timely communication with practices regarding the status of open requests and projectsBasic Qualifications:High school diploma required; associate's degree preferred.Previous experience in facilities coordination, administrative support, operations, or project support preferred.Experience using Halo ticketing system strongly preferred.Experience with Monday.com or similar project management platforms is a plus.Proficient in Google Suite, including Excel, Word, PowerPoint, and Outlook.Experience with Google Workspace (Docs, Sheets, and Slides) preferred.Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.Strong organizational skills and attention to detail.Excellent written and verbal communication skills.Ability to work independently and collaboratively with cross-functional teams.Customer service mindset with a commitment to providing timely support to internal stakeholders.Key Skills and Abilities, Characteristics of a good fit:Strong written and verbal communication skillsAbility to work with minimal supervision, self-starter, and demonstrates initiativeFlexible and innovative; highly adaptable to a dynamic business environment; a catalyst for changeHigh engagement; supportive of leadership and role model for company values and guiding behaviorsStrong demonstration of task completion and dedication to detailOrganize, schedule, and keep forward momentum with multiple projects concurrently while keeping all stakeholders in the project up-to-date through effective communicationBenefits:401(k)Health Insurance (PPO/HSA)Vision InsuranceInternal Dental InsuranceDisability Insurance (STD/LTD)Life InsurancePaid Time OffHoliday PaySchedule and Location:Monday- FridayRemote with some travel required
